Fleet Operations & Data Administrator

AlFuttaim; Dubai; On-site; AED 66,960 - 100,440; Full time

Job summary

Al-Futtaim in Dubai seeks a Transportation Administrator to coordinate administrative, reporting, document-control, and data-management activities for managed transportation services, chauffeur operations, and events across Dubai, Abu Dhabi, and the Northern Emirates.

The role supports efficient fleet operations by preparing departmental reports, maintaining driver and vehicle records, processing purchase requests, auditing system data, and settling traffic fines, damage claims, and vendor

Qualifications

• High school certificate or diploma.
• Two to five years of experience in administration, transportation support, fleet coordination, or a comparable role.
• Experience preparing monthly reports and consolidating operational data.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Strong data-entry, recordkeeping, and document-control capabilities.
• Ability to maintain master files and check information for accuracy.
• Understanding of purchase-request and expense-administration processes.
• Familiarity with fleet reports, driver schedules, overtime records, or fuel-expense tracking is advantageous.
• Exposure to ISO, Integrated Management System, or internal-audit requirements is preferred.
• Strong organisational and time-management skills.
• Excellent attention to detail and ability to meet reporting deadlines.
• Effective written and verbal communication abilities.
• Professional presentation and interpersonal skills.
• High level of emotional intelligence when dealing with employees, vendors, and stakeholders.
• Ability to coordinate several administrative priorities in a busy operational environment.
• Problem-solving mindset with a commitment to efficiency and continuous improvement.
• Ability to work independently while contributing effectively to a wider transportation team.

Responsibilities

• Prepare and consolidate monthly operational and departmental reports.
• Compile fleet reports covering overtime, driver schedules, annual leave, fuel expenses, and related operating costs.
• Maintain accurate master data files and update operational records at scheduled intervals.
• Support compliance with ISO and Integrated Management System requirements.
• Conduct system and data audits to identify missing, inaccurate, or outdated information.
• Verify that operational requirements are correctly reflected in internal systems.
• Coordinate the implementation and documentation of approved system upgrades.
• Create recurring purchase requests for authorised and budgeted departmental expenses.
• Track purchase requests and follow up with relevant departments to support timely processing.
• Assist with the settlement and documentation of traffic fines.
• Coordinate vendor claims relating to vehicle damage, service issues, and other recoverable costs.
• Follow up on credit notes and ensure recoveries are properly recorded.
• Maintain controlled copies of departmental policies, procedures, forms, and operational documents.
• Support the implementation of approved policies and standard operating procedures.
• Organise transportation records so they remain complete, accessible, and audit-ready.
• Coordinate with drivers, fleet teams, vendors, finance personnel, and operational stakeholders.
• Monitor administrative deadlines and provide timely updates on outstanding actions.
• Help ensure chauffeur, event, and managed transportation activities follow agreed schedules and contractual requirements.
• Identify administrative improvements that can reduce costs and strengthen operational efficiency.
• Handle sensitive operational and employee information with discretion and accuracy.

Skills

Transportation Administration

Fleet Administration

Chauffeur Operations

Operational Reporting

Driver Scheduling

Overtime Reporting

Fuel Expense Tracking

Master Data Management

Data Auditing

Document Control

Purchase Requests

Traffic Fine Coordination

Vendor Claims

Credit Notes

ISO Compliance

Integrated Management System

Microsoft Office

Microsoft Excel

Stakeholder Coordination

Education

High school certificate or diploma

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Microsoft Office Suite

Job description

Al-Futtaim in Dubai seeks a Transportation Administrator to coordinate administrative, reporting, document-control, and data-management activities for managed transportation services, chauffeur operations, and events across Dubai, Abu Dhabi, and the Northern Emirates.

The role supports efficient fleet operations by preparing departmental reports, maintaining driver and vehicle records, processing purchase requests, auditing system data, and settling traffic fines, damage claims, and vendor